hiring respite care providers a handbook for accessing and ......when hiring a respite care provider...

Hiring Respite Care Providers

A Handbook for Accessing and Using Services

Presented by:

The Alabama Lifespan Respite Resource Network

A Program of

United Cerebral Palsy of Huntsville and Tennessee Valley, Inc.

Table of Contents

Relationship Roles Pages 1-2

Sample Job Description Page 3

Sample Application for Respite Provider Pages 4-6

Record Keeping/Agreement Contract Pages 7-9

Telephone Screening of Applicants Page 10

Interview Strategies Pages 11-12

Background Check s Page 13

Locating Respite Providers Page 14-15

Creating a Good Work Environment Page 16-17

Training a Respite Provider Page 18

Terminating an Employee Page 19

Special thanks to the Alabama Council for Developmental Disabilities’ Personal Care

Attendant Task Force and their Personal Care Attendant Handbook, portions of which

this handbook was based.

The contents of this handbook are provided for informational purposes only and do not

encompass all available information on hiring a respite provider. For answers to

complex legal questions, users should consult a qualified attorney.

Relationship Roles

Defining the Relationship

When hiring a respite care provider (provider), it is important to define the relationship

roles. Defining the relationship means knowing the responsibilities of the provider and

the respite care recipient (caregiver). As the one purchasing or using volunteers to

provide the respite care services, YOU are the manager! The relationship may be one of

friendship or a family member, but first, the relationship must be viewed as that of a

manager-assistant or employer-employee if the provider is to give quality respite care

services the way you want them done. If the responsibilities are not clearly defined,

problems will arise. It is not a matter of if, but when problems will surface.

Setting the Boundaries

As a part of defining the relationship between the provider and caregiver, it is important

to set the boundaries of the relationship. Think of boundaries as limits and determine

what your limits will be. Do you want strictly a business relationship? Friendship? It may

be impossible for the relationship NOT to have the characteristics of both, but it is

important to know that the business relationship needs to be primary. Most problems

occur when the role of each person is unclear or when the roles change.

A part of setting the boundaries is dealing with the issue of control. Control is an issue in

almost all relationships and is generally defined as managing, overseeing, or being in

charge. The caregiver is the manager and must have primary control over the services

provided by the respite provider. Control is NOT domination. Control involves managing

and overseeing in order to accomplish a goal. Important to note is that the person in

control of a situation must first be able to control his or her own thoughts, feelings, and

emotions. Also important is the need for the person in charge to respond appropriately to

situations. Every individual has the right to be treated with courtesy in a humane,

dignified manner and be treated with courtesy. The caregiver is responsible for sharing

with the provider their specific expectations with regard to respite care.

Burnout

Keep in mind that the job of a respite care provider is not easy and can be quite stressful.

Burnout prevention is crucial, and the following tips may help prevent burnout and keep

you from having to recruit, hire, and train new respite providers too often.

Since most providers are naturally more nurturing and take on the concerns of

others more readily, encouraging your provider to take plenty of time for

themselves.

Try to include some variety in your provider’s work and be as flexible as possible

within limits. This may include the provider taking the loved one out of the house

for a walk or some other activity both may enjoy.

Have backup providers and use them if necessary.

Communicate often with your provider. Good communication between the

caregiver and provider cannot be overemphasized. Doing so will enable both of

you to maintain a good working relationship.

Yes, You Need a Job Description

In order to manage a provider, you will need to look closely at the ways you perform the

daily living activities for your loved one. If you do this, you will be able to start building

a realistic picture of what you need a provider to help you do while you take a break.

This assessment of your needs will help you locate the right person for the job. Your

likes/dislikes and requirements for a provider will help you put together a job description

suitable to meet your needs.

Reasons you need to create a job description:

The process of creating a job description will help you develop a realistic view of

your needs.

A job description will give you a basis for interviewing applicants.

A job description will help keep the interview focused on the job duties.

A job description provides a potential provider with clear ideas about what your

requirements for the job entail.

After the provider is employed, the job description can be a used as a checklist of

duties and responsibilities.

A job description can be a valuable tool in providing feedback for the provider

when you wish to evaluate the provider’s work performance.

Your expectations can be clarified and remain in focus if based on a job

description.

A job description can help settle disagreements regarding job duties and

responsibilities.

Sample Job Description

Job Title:

Respite Care Provider

Primary Function:

To allow the caregiver of a person with a disability or chronic illness time to take a

temporary, short-term break from their duties as primary caregiver (The respite provider

may perform activities of daily living according to the personal needs of the individual.)

Supervision:

Works under the direct supervision of the caregiver

Education:

High School graduate or GED

Certified nursing assistant or similar training program is preferred, but not

required.

Experience:

Current work experience with individuals who have disabilities preferred

Skills:

Effective written and oral communication skills

Ability to maintain a confidential working relationship

Good personal skills

Ability to consistently be at work on time

Ability to follow oral and written instructions

Knowledge:

Working knowledge of signs and symptoms of common illnesses and conditions

Working knowledge of how to apply first aid, safety and emergency procedures

Job Duties: (possible choices)

Assist with bathing and/or toileting activities

Assist with grooming/dressing activities

Assist with transfers and mobility activities

Assist with transportation activities

Assist with household chores

Assist with medications as directed

Provide basic first aid and safety procedures

Prepare food/assist with feeding

Terms of Employment:

Part-time

Performance Evaluation:

Performance will be evaluated by the caregiver.

Sample Application for Respite Provider

All information on this application will be kept confidential. Please print legibly.

Personal information:

Name: __________________________________________________________________

Current Address: _________________________________________________________

City: ______________________ State: ____________________ Zip Code: __________

Mailing address (if different from above): ______________________________________

Phone (include area code): home: _____________________ cell: __________________

Do you have a social security card? ( ) yes ( ) no

Can you perform the duties of the job described in the attached job description without

reasonable accommodation? ( ) yes ( ) no ( ) uncertain

Have you worked with people with disabilities? ( ) yes ( ) no

If yes, what did you do? ____________________________________________________

________________________________________________________________________

Describe any training or experience you have had as a respite care provider:

_______________________________________________________________________

________________________________________________________________________

________________________________________________________________________

________________________________________________________________________

What days and hours are you available to work? ________________________________

Are you able to assist with transportation for an individual with a disability?

( ) yes ( ) no

Education:

Highest grade completed: __________________ GED/Date received: _______________

College: _________________________________ Degree: ________________________

Special Training: _________________________________________________________

_______________________________________________________________________

Past Employment (please list your last three employers):

Employer's name: _______________________________________________________

Date employment began: _______________Date employment ended: ______________

Supervisor's name: _______________________________________________________

Reason for leaving: _______________________________________________________

Phone number of supervisor: ________________________________________________

************************************************************************

Employer's name: _______________________________________________________





************************************************************************

Employer's name: _______________________________________________________





Have you ever been convicted of a crime, other than a minor traffic violation, within the

past 7 years? ( ) yes ( ) no

If yes, explain: ___________________________________________________________

Have you had a background check performed? ( ) yes ( ) no

Do you have a copy of your background check, not over 1 year old? ( ) yes ( ) no

If no, would you be willing to have a background check performed? ( ) yes ( ) no

References:

Please give three references, other than a relative:

Name: __________________________________________________________________

Relationship to person: ____________________________________________________

Address: _______________________________________________________________

City: _____________________ State: _________________ Zip Code: _____________

Phone Number: ________________________ Alternate Phone: ___________________

************************************************************************

Name: __________________________________________________________________


Address: _______________________________________________________________



************************************************************************

Name: __________________________________________________________________


Address: _______________________________________________________________



Applicant's Signature: ____________________________________________________

Date of application: ______________________________________________________

Record Keeping/Agreement Contract

Accurate record keeping is critical when keeping up with the time a respite worker

provides a service for you. Keep in mind that you can set the time you wish to use respite

services. The Department of Labor does require that a person working a scheduled

amount of time be considered an employee and not a respite care provider. Be aware of

the rules for paying a provider. Check with the IRS to determine the amount of income

paid to ensure you as the employer know your responsibility for paying certain payroll

benefits, if appropriate. Providing respite care is not the same as a personal care

attendant, because it is only temporary care, and should not have a consistent time

schedule. The IRS has publications and forms that will guide you on whether or not you

will need to file taxes. The amount you pay a provider annually dictates what taxes, if

any, have to be paid for the provider. Because most caregivers do not use a provider on a

regular basis, they will not pay out the amount that would require they file payroll

benefits. Please go to www.irs.gov and access the following information:

Publication 926, Household Employer's Tax Guide

Form 1040 (Schedule H), Instructions for Household Employers (PDF)

SSA Publication No. 05-10021 - Household Workers

An agreement between the caregiver and the provider is important as a means to

formalize the relationship and clearly indicate the responsibilities of each. The agreement

should be flexible, but it should also contain the main responsibilities of the respite care

provider as well as the caregiver. As the duties of the provider change, the agreement

should be updated. Reviewing the agreement every six months or at least annually is

good practice. The following is a sample agreement and other factors should be added or

clarified according to personal need.

Sample record sheet contains basic information you may wish to use:

Caregiver: ____________________________ Phone: _____________________

Respite Provider: ______________________ Phone: _____________________

Date Respite Care Provided: _______________________ (i.e. Monday, Nov. 1, 2007)

Time in: _____________________ Time out: ___________________

Date Respite Care Provided: _______________________ (i.e. Monday, Nov. 1, 2007)

Total Time: ___________________

Respite Care Provider's Signature: _____________________ Date: _________________

Respite Care Provider's SSN: _______________________________

Caregiver Signature: _______________________________ Date: _________________

http://www.irs.gov/

http://www.irs.gov/publications/p926/index.html

http://www.irs.gov/pub/irs-pdf/i1040sh.pdf

http://www.irs.gov/businesses/small/article/0,,id=97877,00.html

Sample Agreement:

It is understood that the Respite Provider will carry out the duties and responsibilities

listed in the job description while performing respite services.

Both the Respite Provider and the Caregiver will treat each other with mutual respect.

Both will attempt to be flexible and work to solve problems as they arise.

The Respite Provider agrees to work for the following amount: __________per hour

If the Respite Provider must cancel a respite service, as much notice as possible will be

given to the Caregiver. Also, if the Caregiver must cancel a respite care service, as much

notice as possible will be given to the Provider.

________________________________________________________________________

Signature of Respite Provider Date

________________________________________________________________________

Signature of Caregiver Date

__________________

Review Date

Respite Service Hours

Client Name__________________________________Month/Year________________

Employee

Name__________________________________________Amount/Hour____________

Day & Date Time In Time Out Total Hours

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Total Hours: ___________a.m.__________p.m. Amt/Hr.____Total Paid_________

I certify that these time entries accurately reflect the respite services provided. I certify that

respite services were provided in the CLIENT’S HOME and that NO medications or

transportation have been provided without prior approval from Guardian/Parent.

__________________________________________________________Date __________

Employee Signature

__________________________________________________________Date____________

Guardian/Parent Signature

Telephone Screening of Applicants

Screening potential providers is helpful. Telephone screening can save time for both you

and the applicant. In the telephone screening, you should:

Discuss important points about the job

Find out information about the applicant

Get a first impression of the person

Tips for Screening:

Always trust your instincts and your "gut" reaction.

Be friendly and pleasant.

Check to see if the person has reliable transportation and if getting to work on

time will be a problem. If the applicant has a long commute, you will want

assurance that it will not interfere with the job.

Make sure you let the applicant know that you will need to do a criminal

background check.

Discuss money and hours. If the applicant is not able to accept the hours or the

pay, now is the time to find out. There is no need to interview someone who

already finds the job unacceptable.

Give a brief description of the job duties, if the pay and hours are already

determined to be acceptable.

Set up a time to conduct a formal interview in person. Give directions and your

address only to those you choose to interview. Consider using a location other

than your home for the initial interview.

Interview Strategies

You are interviewing a stranger, so use some common sense in setting up the face-to-face

interview. Consider using a place other than your home for the interview. Prior to the

interview, consider the personal qualities you feel are important in a respite provider.

Keep in mind your feelings about:

Trustworthiness

Honesty

Sense of humor

Good attitude

Common interests

Dependability

Ability to follow directions

Good communication skills

Tips for Interviewing:

Try to make the situation as comfortable as possible.

Explain the disability of your loved one to the extent that makes you comfortable.

Provide a job description.

Ask about jobs the person currently has or has had in the past including the tasks

performed, how the applicant felt about those tasks (likes/dislikes), and if the

person is currently working.

Ask for at least two work references.

Explain how you will evaluate job performance.

Take notes as you interview.

Be cautious about hiring someone on the spot. Be sure to check the references

first! Keep in mind as you check references that just as employers are limited in

what they can ask a job applicant, they are also limited in what they can reveal

about current or former employees without written permission. The only

information you can legally obtain from a former employer will be the date the

person began work, the date they left employment, and whether or not the person

is eligible to be rehired. But check those references, no matter what. You will be

surprised what the voice can tell you regardless of the words!

Possible Interview Questions

The following sample questions may be helpful. These questions are designed to help you

learn more about the applicant and his/her lifestyle and personal habits. The questions are

only as a guideline. Do not limit yourself! Hopefully, through a very thorough interview

process, you will find a qualified provider that you will enjoy using for many years.

Food and Eating Arrangements:

Are you a good cook?

Do you have any special training for assisting with feeding?

Explain to the applicant what the rules will be regarding their eating at your

home.

Transportation:

Can you drive or can you assist in using public transportation to go somewhere

with my loved one?

Do you have a valid driver's license and insurance? (Ask this only when driving

is necessary to do the job.)

Housekeeping (most respite providers do not have housekeeping responsibilities):

Would you be willing to do minor housekeeping chores while providing respite?

Explain what those may be; i.e. clean up kitchen after eating.

Do you like things very neat or are you not particular?

Personal Needs:

Do you smoke?

Do you drink?

Will you stay overnight during a respite service?

Do you prefer activities to be planned in advance or do you like spur of the

moment? (Ask if you wish the respite provider to share in entertainment

activities.)

Do you have any hobbies?

Do you mind watching TV with my loved one, or do you prefer not to watch?

Do you consider yourself a flexible person? Can you give examples?

How do you react to a change in plans at the last minute?

If your loved one needs assistance with eating, mobility, toileting, etc., ask about

any qualifications or training specific to need, or the applicant’s willingness to

participate in these daily living activities.

If your loved one likes to be read to, ask if the applicant is able to read printed

text.

If you have a pet, ask if the person is allergic or has some other issues with pets.

About the Background Check

Make sure that the person you are interviewing understands your need to conduct a

criminal background check. You must have permission of the person who is a

possible candidate to do a background check. Consent forms are designed specifically

for this and may be obtained through your local police department of Department of

Human Resources. The cost of doing a background search varies depending on who

does the search and how extensive it is. For example, some police departments charge

as little as $10 fee for a search of their database or from the local county in which you

live; however, remember that the information you get will depend on who does the

search, so it may be worth the money to have a private company do the search for

you. The private company may charge a little more, typically $20-$50 for a statewide

search, and even a little bit more for the national search.

A word to the wise – do not send the applicant to pick up the results!!!!!

How to Locate a Respite Provider

Be creative and you will find there are many ways to locate potential respite care

providers. There are a variety of ways to advertise if the limited registry of respite

providers in your area does not meet your needs. In Alabama, you can visit

www.alabamarespite.org and click on the county where you live on the map provided

and see who provides respite care in your area of the state. You can also contact

Alabama Lifespan Respite Resource Network and ask for assistance. In the future, we

hope to have a listing of qualified, trained respite providers.

Other ways to locate a provider:

Word of mouth

Agencies – don't overlook any non-profit or for-profit that might be able to

screen or refer applicants

Local newspapers (learn about writing an advertisement in another section of

this booklet)

Local newsletters – support groups or disability group newsletters

Social Service agencies

Health Care agencies

Job services or employment offices

Financial aid offices at colleges, universities, technical schools or similar

places

Rehabilitation centers

Hospital or university nursing, social work, education, vocational schools

Nursing homes or assisted living faculties

Churches or faith-based organizations

http://www.alabamarespite.org/

Writing an Advertisement for a Provider

When it comes to composing an advertisement to hire your provider, keep in mind that

there is no right or wrong way to do it. Keep your specific needs in mind. Consider

including any of the following that apply to your situation:

Who – are you looking for?

What – do you want them to do for you?

When – will you need their services?

Where – will they provide the respite care services?

Pay – how much are you going to offer?

Amount of training needed for the job

A contact person's name

Phone number to call

Preferred time to call

How much time will you need their services?

Preference for male or female provider

Smoker or nonsmoker preferred

Do they have their own transportation?

Remember that you want your advertisement to attract the attention of the potential

respite provider, so what is it about your advertisement that would make someone want to

respond?

You may want to stress something positive about the job as a heading. Make the

advertisement direct, clear, short, and easy to understand.

Use descriptive works such as dependable, reliable and punctual.

Check with your local newspaper to find out the best days to run an advertisement like

yours, but in general weekends and Wednesdays are best.

Sample Advertisements:

Earn money by assisting others! Assist an individual with daily living activities for a few

hours at a time. Dependable, experience preferred but will train. Four hours per week,

flexible schedule. Call Mary at 555-5555.

Assist a family caregiver to take a break from full-time care of a loved one with

disabilities. Dependable, honest, loves children - ideal for student. Call Joe at 333-3333.

Enjoy working with people? Assist an elderly gentleman for a few hours per week while

the full-time caregiver takes a break. Hours and pay negotiable Call Sue at 222-2222.

Creating a Good Work Environment

Respite work generally does not pay well and offers few if any benefits. Those who

choose to work as a provider often take the job for other rewards such as personal

satisfaction or a chance to work with people with disabilities or chronic illnesses while

helping out caregivers. The work environment is one of the most important factors in

keeping a provider.

You should do what you can to create a work environment that will bring out the best in

your provider. Maintaining a positive attitude and being satisfied with his/her work is

essential for the provider to continue helping you with respite services. Good

communication between you and your provider will enable both of you to get along better

and be happier with the arrangement.

Offer praise for good/correct performance. Many individuals will work just as

hard for praise, and it is just as important as what you are able to pay your

provider. Everyone wants to feel appreciated, needed and valued.

When it is necessary to point out that you are displeased with something that your

respite provider has done, it is important to remember to be open, honest, and

criticize the action, not the individual.

Don't let small irritations build up until an angry outburst occurs. Anger that is

vented after building up is often expressed in destructive ways. Always make a

point of discussing something that irritates you as soon as possible. Confrontation

is not pleasant – just necessary.

Respect your provider. Remember that your provider is a human being and would

like to be treated in an honest, kind, respectful and patient manner – the same way

you would like to be treated.

Talk to your provider and be open about making changes in the job description or

compromise to alleviate a problem.

Terminate the agreement if the relationship is not working out. There are good

ways and bad ways to accomplish this task if necessary.

Keep your working relationship separate from your personal life.

You have the opportunity to provide a positive work environment for your

provider as well as yourself and your loved one. Remember that good

communication with your provider is the key to a good relationship. When

everyone is happy, the provider will stay with you longer and do a better job for

you – a mutual benefit for both.

How to Give Praise and Feedback to your Respite Provider

Giving Praise

o Always be sincere and don't say something you don't really mean.

o Give compliments often for good work performance.

Two-Step Compliment

o Describe the situation or event that you like.

o Tell what your feeling was when it happened, and say you appreciate it, or say

"thank you."

Giving Constructive Criticism

o Use criticism as a tool for sharing information with your provider.

o Remember that the whole idea is to help you take a break from full-time care-

giving responsibilities, and you want them to perform to your expectations and

continue providing respite for your benefit.

Three-Step Correction

o First, describe the situation or event you disliked.

o Second, tell what your feeling was when it happened.

o Third, state how you would like it handled the next time.

Suggestions for Giving Correction

o Give the feedback as soon as possible after the situation you dislike occurs.

o Discuss only one incident at a time.

o Do not bring up things from the past.

o Talk only about the present, no matter how great the temptation to do otherwise.

o Focus on the person's actions, not the person.

o Keep the discussion brief and to the point.

o Don't exaggerate or become emotional.

o Be aware of your tone of voice. Only 30% of messages you send are sent with

words. Your body language does the rest, and that includes your tone of voice and

inflection. The way you speak will affect the way your provider reacts.

Training your Respite Provider

The amount and type of training you will need to give your provider will depend on

the specific needs of your loved one. Training a provider is based on your needs and

will reduce confusion later.

Checklist for Training your Respite Provider

Begin by explaining the disability or illness of your loved one in as much

detail as you feel is necessary for your provider to understand what your needs

will be in regard to providing the respite service.

Explain any technical words you might use and be as specific as possible.

Emphasize anything related to safety or emergencies. If there is a procedure

other than to call 911, make sure your provider knows and understands how to

utilize it appropriately.

Give step by step instructions for any procedures your provider will be asked

to help your loved one do, for example, eating or transferring. Emphasize the

importance of doing the procedure in a certain way.

Never assume that your provider knows exactly what you mean. Whenever

you explain a procedure, be sure to have the provider explain it to you in

his/her own words so that you know the instructions are understood.

Be patient. Give the provider time to learn the routine. No matter how many

respite workers you have had in the past, it will be different with each one.

Try to put yourself in your provider’s place, and be aware of your provider's

feelings as you train.

Utilize the services of others to help with the training process. Family

members or former providers can be a great help training a new provider.

Do not correct or confront your provider in front of others. Your public

behavior reflects your effectiveness as a manager.

When it is necessary to dismiss a provider, state your reasons clearly without

verbally attacking the provider.

It is illegal to hold payment for services for any reason for a service that has

been provided, no matter how dissatisfied you were with the service. Simply

dismiss and pay the respite provider.

Terminating an Employee

If you do have to let someone go, do it face to face, never by letter or over the

phone.

Set up a time to discuss the matter, and find out the true reason for why a respite

worker does not want to provide a service any longer if possible.

If there is a legal challenge by either party, you may need to consult legal services

prior to the meeting.

Remember to document the conversation in writing for your records, putting the

date, time, location and pertinent details of the event.

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